Using the Appointments Tab
On the Staff Home page, the Appointments tab is where you can view upcoming and recent appointments as well as access Appointment Summaries that you have submitted recently.
This guide gives an overview of the basic features under the Appointments tab and gives instructions on how to view your appointments, access reports that you have submitted about the students that you've met with, add appointment summaries, contact students with whom you have an upcoming appointment, cancel appointments, and mark a student as a no-show to their appointment.
Getting Started
Not sure how to access the Appointments tab in TitanNet? View the Staff Home overview.
The Appointments tab displays a list of your upcoming appointments and a list of recent appointments from the last 30 days. If an Appointment Summary has been submitted for an appointment that took place within the past 30 days, you can click Report Details to view it. To view an Appointment Summary for an older appointment from the current term, click Recent Reports You Created to find the appointment and view the Appointment Summary.
- Click the Appointments tab.
- The Upcoming Appointments block lists your upcoming appointments for the next 30 days.
- In the Upcoming Appointments Actions menu, you can choose to send a message, add an appointment summary, or cancel an appointment for a student.
- By clicking Details, you can view appointment details such as date and time, location, service, associated course, meeting type, etc.
- The Recent Appointments block lists past appointments from the last 30 days.
- In the Recent Appointments Actions menu, you can choose to add an Appointment Summary or mark a student as a no-show.
- By clicking Details, you can view appointment details such as date and time, location, service, associated course, meeting type, etc.
- By clicking Report Details, you can view the Appointment Summary for that session. Note that you will not see the Report Details button if no Appointment Summary has been submitted.
- The Recent Reports You Created tab lists all Appointment Summaries you submitted for the current term, sorted from most to least recent.
Taking Action on Appointments
The Appointment Summary is where you should document information about an advising session. You can add an Appointment Summary during or after an appointment.
1. Place a check next to the appointment that you want to add an Appointment Summary to. Then, click Actions.
- Check the box next to the appointment that you want to write a summary for.
- Click Actions.
2. Select Add Appointment Summary.
3. The Appointment Report will open in a new window. If necessary, make changes to the Appointment Details that were entered when the appointment was scheduled. Then, document your interaction with the student in the Appointment Summary field. If desired, add an attachment. Click Save this Report to save your entry.
- The Appointment Details will populate based on what was entered when the appointment was made. You can edit these fields if necessary.
- Enter notes into the Appointment Summary field to sum up what was discussed during the session. Describe student concerns, aid provided, action items, referrals, goals for future sessions, and other details pertinent to student success. Keep the report appointment-specific.
- You can add a relevant file as an attachment.
- Click Save this Report to submit the Appointment Summary.
When you send a message to a student, they will receive an email at their campus email address and a notification in TitanNet. You and the student will be able to view the message in the TitanNet Conversations page.
1. Place a check next to the student you want to send a message to. Then, click Actions.
- Check the box next to the student to whom you want to send a message.
- Click Actions.
2. Select Send Message.
3. A new window will open. Enter the subject and content of your email. You can also add attachments and additional recipients. When you're ready to send the email, click Send Message.
- Enter a subject in the subject line.
- Type in your message.
- (OPTIONAL) You can add any relevant files as an attachment.
- (OPTIONAL) You can add additional email recipients into the Send Additional E-mail Notifications To line.
- Click Send Message.
When you cancel an appointment, the student will be able to see the cancellation on their calendar, but they will not receive a notification to let them know that the appointment was cancelled. Before cancelling an appointment, you may want to send the student a message informing them of the cancellation.
1. Place a check next to the appointment you want to cancel. Then, click Actions.
- From your upcoming appointments, select which appointment you want to cancel.
- Click Actions.
2. Select Cancel Appointment. A prompt will open. Click OK to confirm that you want to cancel the appointment.
- Select Cancel Appointment from the Actions menu.
- Click OK on the prompt.
3. From the Cancel Appointment For drop-down menu, select the name of the person whose appointment you want to cancel. Then, select a reason for cancelling the appointment from the Reason drop-down menu. Enter any pertinent information in the Comments field. Click Cancel Appointment to finalize the appointment cancellation.
- Select the appointment holder's name from the drop-down menu.
- Select a reason for cancellation from the drop-down menu.
- Enter any other relevant information in the comments field.
- Click Cancel Appointment.
The student does not get notified when you mark them as a no-show.
1. Place a check next to the appointment you want to mark as a no-show. Then, click Actions.
- Select the no-show from your appointment list and place a check next to it.
- Click Actions.
2. Select Mark No-Show from the Actions menu.
3. The Appointment Report will open in a new window. Provide any pertinent details in the Appointment Summary. Then, click Save this Report.
- Enter any relevant information into the Appointment Summary field.
- Click Save this Report to submit the no-show Appointment Summary.
Need More Help?
Contact the Helpdesk at [email protected] or 657-278-7777 for additional assistance.
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